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					 CERVICAL SCREENING PROGRAMME




PRACTICE ELECTRONIC NOTIFICATIONS
       USING OPEN EXETER




     GUIDE FOR GP PRACTICES




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Introduction

This guide is intended to assist Practices in the access and operation of the Practice Electronic
Notifications Open Exeter application. The role of this application is to replace printed Non-Responder,
Ceasing and Abnormal Follow-up notifications previously sent to GP Practices by post. The application uses
a similar model to the Prior Notification Lists currently used by many Practices.

This guide assumes that you already have an active Open Exeter account with access to the Practice
Electronic Cards application and does not deal with applying for an Open Exeter account. For more
information on this please contact your local Screening Service Provider.

The vast majority of these records are for information only and will require no action from the practice, other
than to click a button to acknowledge receipt. However, as with Prior Notifications, there is the facility for the
GP to request certain actions to be taken if appropriate and these will be discussed later in this guide.




Accessing Electronic Notifications

1. Automatic Email Notifications
When new Electronic Notifications has been posted to the Open Exeter system for your practice the PCT will
generate an automatic email and send it to the nominated email address for your practice. At present the
Electronic Notifications are processed weekly.

For any enquiries please contact either Lorna Brown 01782 298070 or Joan Bentley
01782 298078




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2. Logging onto Open Exeter
2.1     Connect to the Open Exeter system server at the following address:
        https://nww.openexeter.nhs.uk/nhsia/index.jsp

2.2     Enter your user code and password and click “log-in to system”.
        Remember that login and password codes are case sensitive.




If you are experiencing difficulties the Open Exeter help screen may be useful.




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Viewing Open Exeter Electronic Cards

Having dialled into the Open Exeter server you should be presented with the standard log in screen as
follows.




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After successfully logging in, you will be presented with the main menu. From here you should select the
application you wish to use (in this case, Practice Electronic Cards) and the database to which you wish to
connect.




If there are no outstanding notifications, the following screen will be displayed and you need take no further
action.




Otherwise you will be directed to the Electronic Card Summary screen.




                                                                                       Page 5 of 12
Electronic Card Summary Screen




Each woman on the Electronic Card list is identified by her NHS Number, surname, title, forenames and date
of birth. In addition the listing gives the local code for her GP, Notification Type and Recall Type.
Non-Responder records currently have a four week expiry period.

The page will display all current notifications for the practice in NHS Number order. It is possible to re-
sequence this list by either Surname or GP Code by clicking on the appropriate column heading. The
currently selected sort column is indicated by an asterisk (*) next to the heading. In addition to sorting, it is
also possible to filter the list by a combination of GP Code, Notification Type and Recall Type using the drop-
down lists beneath the corresponding column heading.

Screen Controls
NHS Number – Clicking on the NHS Number for a patient will take you to the appropriate detail screen
depending on her notification type. These are discussed later in this guide.

Surname – Note that in the example above, two of the surname entries appear in red. These indicate that the
record has already been submitted for some action by your screening service provider, but the requested
action has been rejected. Positioning your cursor over the name will show the reason given for rejection.




GP Code –Similarly to the rejection text, placing your cursor over the listed GP Code will display the GPs full
name, in case you are unfamiliar with the local codes used by your service provider.




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Column Filters –Select values from the three available drop-down lists in order to limit the records shown on
your screen. These filters are cumulative, so that if you apply more than one of the filters, records shown must
meet ALL of the selected criteria.

Reset Button – Pressing this button updates the list with the latest information from the database as well as
clearing any filters you may have applied.

Refresh Button – Pressing this button updates the list with the latest information from the database but does
not clear any filters you may have applied.

Generate CSV Button – Pressing this button will create a CSV (comma separated) download file containing
a record for EACH PATIENT CURRENTLY DISPLAYED ON THE SCREEN. This means that you can
download files for a particular GP, Recall Type or Notification type (or any combination of the three) which can
then be used as a data source for Mail Merging in Microsoft Word™ or similar.

The fields included are:

               NHS Number
               Surname
               Title
               Forenames
               Date of Birth
               GP Code
               GP Name
               Notification Type
               Recall Type
               Address Line 1
               Address Line 2
               Address Line 3
               Address Line 4
               Postcode
               No. of Tests
               FNR Count
               Positive/Doubtful Marker
               Recall/Ceasing/Next Test Due Date
               Latest Invitation Date
               Latest Notification Date
               Reason Type
               Result Code
               Action Code
               Date of Last Test




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Notification Details Screen
Upon clicking the NHS Number link for a particular record, you will be presented with the Notification Details
for that patient, as shown below. The exact detail and options available will depend on the notification type
(Ceased, Non-Responder or Abnormal Follow-up).




As you can see, the example above is a Non-Responder type notification. For Ceased type notifications, The
Recall Date is replaced with Ceasing Date and the Invitation Date and Notification Date fields are not
displayed. For Abnormal Follow-up type notifications, The Type is replaced with Result of Test, Recall Date
with Next Test Due Date and the Invitation Date and Notification Date fields are not displayed. The FNR
Count is replaced with Date of Last Test and Positive/Doubtful is replaced with Action Type.

The Show History link situated next to the number of tests field will call up a window displaying this patient’s
entire screening history.

If you wish to retain a printed copy of this record, pressing the Print Record button, at any time prior to
update, will open up a print dialogue box and you can print the screen to your usual printer.

If no action is required for this patient, leave the Action Required? field set to No and simply press the
Update Record button. This will set the record to requiring no action and remove it from your list, returning
you to the Electronic Card Summary screen.

If you require some action to be taken by your service provider regarding this patient, click the Yes option
next to Action Required? and additional fields will become available.




                                                                                        Page 8 of 12
Screen Controls for Ceased Patients




For Ceased patients, the action requested must be given in free text form. The screen provides you with
three text fields (each a maximum of 60 characters in length) in which to provide a brief explanation of the
action required. The reason for this limit is that this is the maximum number of characters that can be viewed
on your screening providers system.

Once the additional details have been filled in, the record may be updated and the details will be sent to your
screening service provider. The record will then be removed from your list.


Screen Controls for Abnormal Follow-up Patients




For Abnormal Follow-up patients, the action requested must be given in free text form. The screen provides
you with three text fields (each a maximum of 60 characters in length) in which to provide a brief explanation
of the action required. The reason for this limit is that this is the maximum number of characters that can be
viewed on your screening providers system.

                                                                                      Page 9 of 12
Once the additional details have been filled in, the record may be updated and the details will be sent to your
screening service provider. The record will then be removed from your list.


Screen Controls for Non-Responders




For Non-Responders, three additional fields are displayed. The first is a drop-down list providing you with a
choice of reasons to either Defer or Cease this woman from Recall. The reasons are the same as those used
for Electronic Notifications, and like those, selecting a Deferment reason requires a Delay Until date to be
entered. This is the second of the two fields, and is only active if the Requested action is set to one of the
Defer reasons.

The Delay Until field itself is read only, (you cannot type in it) but clicking on either the text field or the
calendar icon beside it (assuming a deferment reason is selected), will cause a pop-up calendar to appear.




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Use the single and double arrows to move forward and backward months and years respectively.
Valid dates are shown in blue and may be clicked on to populate the Delay Until field. Any dates shown in
black are outside the valid deferment period.

     NB: As with Electronic Notifications, you may only defer recall by a maximum of 18 months.

Any additional details may be filled in the last text field (again, a maximum of 60 characters in length)
This field is mandatory if selecting to Cease (other reasons).

Once any additional details have been filled in, the record may be updated and the request will be sent to
your screening service provider. The record will then be removed from your list.




                                                                                       Page 11 of 12
Rejected Actions

As mentioned earlier, it is sometimes the case that your service provider will reject an action you have
requested. In addition to this patient’s Surname appearing in red on your list, the following message will be
displayed at the top of the Notification Details screen.

NB: Previously requested action has been rejected by your Service Provider.
(Hover over this message for more details.)

Hover over the message with your cursor to show both the original requested action, (by yourself) and also
the reason given for this rejection by your service provider. An example is shown below.




You may, of course, select an alternative action and resubmit.




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